Moving your school or Trust to the cloud: the complete guide
Moving to the cloud gives schools and Trusts a simpler, more secure and more consistent IT environment, but only if it is planned around how schools actually work. This guide explains what a cloud migration involves, what it means for teaching and staff, and how to approach it step by step.
It is written for headteachers, school business managers, Trust COOs and CFOs, and in-house IT leads. Whether you are retiring an ageing server at a single primary school or bringing a whole Multi-Academy Trust into one Microsoft 365 environment, the same principles apply.
You will find:
- what cloud migration means in a school context
- how it connects to the DfE digital and technology standards
- the Microsoft tools most schools move to
- what can move to the cloud and what may need to stay
- the stages of a migration and how to avoid disrupting lessons
- what Multi-Academy Trusts need to consider when consolidating schools
- timelines, costs, common pitfalls and a readiness checklist
What cloud migration means for a school or Trust
Cloud migration is the move from IT that runs on equipment in your building to services hosted and managed in the cloud. For most UK schools, that means Microsoft 365.
In practice, it usually involves four things:
- Identities: staff and pupil accounts move from a local Active Directory server to Microsoft Entra ID (formerly Azure AD), so one account works everywhere.
- Devices: Windows laptops and desktops are managed through Microsoft Intune rather than through a server in the school.
- Files: documents move from shared drives on a local server into OneDrive, SharePoint and Microsoft Teams.
- Applications: software is delivered from the cloud where possible, with any specialist systems reviewed one by one.
It is not just copying files into OneDrive. A successful migration also covers permissions, printing, Wi-Fi, specialist curriculum software, finance and administration systems, and how staff will work afterwards. Treating it as a file transfer is the most common reason migrations disappoint.
Why schools and Trusts are moving to the cloud
Most school IT estates have grown piece by piece over many years. Servers age, licences multiply, and each school in a Trust ends up doing things slightly differently. A well-planned move to the cloud simplifies that.
The main benefits schools and Trusts report are:
- Stronger security. Modern identity tools, multi-factor authentication and centrally enforced device policies reduce the risk from phishing and lost devices.
- Less reliance on ageing servers. Fewer servers to replace, power, cool, patch and back up on site.
- Central device management. Intune lets IT configure and update devices wherever they are, not only when they are on the school network.
- Better collaboration. Teams, SharePoint and OneDrive make it easier for staff to share planning, resources and documents, within a school and across a Trust.
- Flexible, secure access. Staff can reach what they need from approved devices at home or on another site, without a VPN.
- Consistency across a Trust. One set of standards, one way of working and one view of the estate for central teams.
- Faster onboarding. New staff, new devices and new schools can be brought in to a known standard.
- A foundation for what comes next. Trust-wide reporting, AI tools and new digital services all depend on a coherent cloud platform.
Cloud migration and the DfE digital and technology standards
The DfE expects every school and Trust to be working towards six core digital and technology standards by 2030: broadband, wireless networks, network switches, digital leadership and governance, filtering and monitoring, and cyber security. A cloud migration is one of the most practical ways to make progress on the cyber security and governance standards at the same time.
The DfE also publishes a dedicated cloud solutions standard. It encourages schools to use cloud services in place of local servers where they can, and sets five expectations:
DfE cloud standard |
What it asks of schools |
How a well-planned migration addresses it |
| Use cloud solutions instead of locally hosted systems | Understand your current software, devices and data, then replace servers where you can | Discovery maps every server, application and shared folder before anything moves |
| Follow data protection legislation | DPIAs for cloud services holding personal data, clear contracts, UK or EU data storage unless transfers are compliant | Data protection is planned with your DPO, and joiner and leaver processes are documented |
| Use ID and access management tools | One central account per user, group-based access, documented processes for adding and removing users | Microsoft Entra ID becomes the single sign-in, with roles for staff, pupils and admins |
| Work on a range of devices and be available when needed | Secure access from different devices, with availability that meets your needs | Intune-managed devices and Microsoft 365 give consistent, secure access on and off site |
| Have appropriate data backup in place | Know what your provider backs up and for how long; use the 3-2-1 rule for critical data | Independent Microsoft 365 backup is designed in, not bolted on later |
Two points in the standard are worth highlighting. First, the DfE accepts that many schools will run a hybrid model, and that some systems such as door access control, building management or cashless catering may still need local servers. Second, it notes that cloud providers may hold backups for as little as 30 days, which is why a separate backup of Microsoft 365 matters.
The cloud standard also depends on others: reliable broadband, good switching, cabling and Wi-Fi, and the cyber security standards. A migration plan should check these first, because Microsoft 365 is only as good as the network it runs over.
“Don’t treat the DfE standards as a box-ticking exercise to do after the migration. Use them to shape the plan. If your Wi-Fi or switching isn’t up to standard, fix that first, because staff will blame Microsoft 365 for problems that are really the network.”
Chris Edwards, [job title], L.E.A.D. IT Services
Track your progress against every DfE standard with our free School IT on a Page app.
